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Track student arrival with iOS automation, Google Sheets & email alerts

Oneclick AI SquadOneclick AI Squad
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2/3/2026
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This workflow automates real-time student tracking using iOS Shortcuts and geolocation data, notifying both teachers and parents based on geofenced logic.

🎯 What This Workflow Does

  • Receives student location updates via webhook (iOS Shortcuts)
  • Detects if the student has arrived at school
  • Logs arrival data to Google Sheets
  • Sends email alerts to teacher and/or parent based on location

🔄 Workflow Steps

| Step | Description | | --------------------------- | -------------------------------------------------------- | | Location Update Webhook | Triggered via iOS Shortcut when student location updates | | Process Location Data | Extracts coordinates and metadata | | Student Arrived? | Checks if student entered school zone | | Log School Arrival | Adds arrival data to Google Sheet | | At School? | Double-checks geofence condition before notifying | | Notify Teacher | Sends email if student is confirmed at school | | Notify Parent | Sends email to parent (can vary based on geofence logic) | | Success Response | Returns a 200 response to the triggering device |

🧠 How the Logic Works

  1. The student’s phone runs a shortcut when near school.
  2. Sends coordinates to webhook.
  3. Workflow compares coordinates with predefined geofence (e.g., radius around school).
  4. If inside school zone:
    • Log arrival
    • Notify teacher and/or parent
  5. Else:
    • Optionally notify parent only

📱 iOS Shortcut Sample (Trigger Setup)

  • Automation Trigger: Arrive at Location (e.g., School)
  • Action: Run Shortcut → Make Web Request (POST)

POST URL:

https://your-n8n-instance.com/webhook/location-update

Body Example:

{
  "student_id": "STU042",
  "student_name": "Anaya Joshi",
  "lat": 19.0760,
  "lng": 72.8777,
  "timestamp": "2025-08-06T08:05:00"
}

📊 Google Sheets Logging

| Student ID | Name | Date | Time | Status | | ---------- | ----------- | ---------- | ----- | ------- | | STU042 | Anaya Joshi | 2025-08-06 | 08:05 | Arrived |

⚙️ Setup Requirements

  • n8n Instance with webhook support
  • Google Sheet with appropriate columns
  • iOS Shortcut setup on student device
  • Teacher and Parent Email Addresses configured in workflow

n8n Workflow: Basic Webhook Responder and Email Sender

This n8n workflow demonstrates a fundamental automation pattern: receiving data via a webhook, processing it, and conditionally sending an email or performing an HTTP request. It serves as a starting point for building more complex integrations.

What it does

This workflow automates the following steps:

  1. Listens for incoming data: A Webhook node acts as the trigger, waiting for an HTTP POST request to initiate the workflow.
  2. Processes incoming data: An "Edit Fields (Set)" node is included, typically used to transform or prepare the data received from the webhook for subsequent steps.
  3. Conditional Logic: An "If" node evaluates a condition based on the processed data.
    • If the condition is TRUE: An email is sent using the "Send Email" node.
    • If the condition is FALSE: An HTTP Request is made, allowing for integration with another API or service.
  4. Responds to the Webhook: A "Respond to Webhook" node sends a response back to the original caller of the webhook, indicating the workflow's completion.
  5. Documentation: A "Sticky Note" node is present, likely for adding internal notes or explanations about the workflow's purpose or specific configurations.

Prerequisites/Requirements

To use this workflow, you will need:

  • n8n instance: A running n8n instance (cloud or self-hosted).
  • Email Account: An SMTP server configured in n8n credentials to send emails (for the "Send Email" node).
  • API/Service for HTTP Request (Optional): If the "If" condition evaluates to false, an external API or service endpoint to which the "HTTP Request" node will send data.

Setup/Usage

  1. Import the workflow:
    • Copy the provided JSON code.
    • In your n8n instance, go to "Workflows" and click "New".
    • Click the "Import from JSON" button and paste the workflow JSON.
  2. Configure the Webhook:
    • The "Webhook" node will automatically generate a unique URL when the workflow is activated. This is the URL you will send your data to.
    • Ensure the "HTTP Method" and "Response Mode" are set as required for your incoming data.
  3. Configure the "Edit Fields (Set)" node:
    • Adjust the fields to transform or extract the necessary data from the webhook payload.
  4. Configure the "If" node:
    • Define the condition that determines whether an email is sent or an HTTP request is made. This condition will evaluate against the data from previous nodes.
  5. Configure the "Send Email" node (TRUE branch):
    • Set up your SMTP credentials in n8n if you haven't already.
    • Specify the recipient's email address, subject, and body of the email, potentially using expressions to include data from the workflow.
  6. Configure the "HTTP Request" node (FALSE branch):
    • Specify the URL, HTTP method, headers, and body for the request to the external service.
  7. Configure the "Respond to Webhook" node:
    • Customize the response body and status code if needed.
  8. Activate the workflow: Once configured, activate the workflow by toggling the switch in the top right corner of the n8n editor.

You can now trigger the workflow by sending an HTTP POST request to the Webhook URL.

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